Contract Exports User Guide

This article explains who can action exports and how to download the data from FastDraft. 

This guide contains the following:

• Overview
• Export process
• Constraints

Overview

Exports of contract data can be requested in two ways;

• Customers with a FastDraft package that includes this and have users who have the role of Site Admin or Company Admin. 
• Alternatively customers can request a download which Built Intelligence will provide for them at a cost.  Please contact support@builtintelligence.com or your account manager for further details. 

Once you’ve finished with all your contractual communications (typically at the end of the warranty/defects period) we recommend you set the contract status to Archived. Archived contracts remain available to all existing contract users (and other users based on User Type) as ‘read only’.

Once a contract has been archived, it means no further communications are expected to be generated and, at that point, a download of pdf versions of all the notices(with associated attachments) and copies of all registers, may be required. 

An export can be also generated for any contract that is Active or Completed but the export may need to be repeated if further communications are subsequently sent. In that case, you can check the dates on the contract overview. If the Last Communicated Date is earlier than the Exported Date (both timestamped) then you won’t need to generate a new export.

Export process

To initiate a contract export, the option can be found under the Contract Overview - this will then submit the export which will run overnight.

Once an export has completed the export can be found under Exports on the left hand panel, and can then be downloaded. 

If Built Intelligence have created the export, the link will be sent to the Customer lead via a Support ticket. They will be able to download the zip file and make available to their organisation.  There is a time limit to how long the file is available, and we ask for confirmation of receipt by responding on the ticket.  

Within the zip file are several folders 

Export Log 

This is a list everything that has been exported (Registers, PDFs, Attachments prefixed by either by Success or Fail.   If you find any 'Fail' please contact support@builtintelligence.com 

Documents

These are all the attachments that have been uploaded via Documents on the left hand panel on FastDraft under 'Contract Information'. 

Attachments

All attachments from communicated notices on the contract are stored in here.  The numbers highlighted below in yellow are showing the ID for which notification this relates to.  PM Notification 95, for example, had 3 attachments. 

PDF's

These are all the communicated notices ( including replies). Again the notification number is highlighted in yellow. 

Registers

All the workflows that are available on FastDraft are exported. Your contract may not have had some 'switched' on or they are not used under the Contract type you were using. The workflow registers will be empty if no notifications have been communicated. Each register is a download of communicated notifications by workflow. 

Constraints

• The exports process runs 365 days per year
• Exports run overnight in order to avoid impacting on performance of the system during the working day.
• For performance reasons, exports are queued to run one at a time
• Each contract export completes in 5 separate stages:
  1. 22:00 - Purge old exports – (10 days after completion)
  2. 22:30 - Export notification PDFs (5 seconds per page)
  3. 00:30 - Set all register reports running (Over 60 reports taking up to 5 minutes per report depending on volume of notices)
  4. 02:30 - Download all contract level documents, register reports and attachments (Varies according to volume)
  5. 05:00 - Zip files (Varies according to volume)
  6. 06.30 - Email notification to user
• A contract export will only move to the next stage after the previous stage successfully completes
• If a contract takes longer than the allotted time window for any stage then it will be picked up for the next stage processing on the following day (e.g. If Contract A and Contract B are scheduled to export overnight on a Monday and Contract A takes over 2 hours to generate pdf’s then it will miss the window to start running register reports but it will continue until it completes. The Contract B export queuing behind it will be picked up for stage 2 processing (pdf generation) at 22:30 on Tuesday and Contract A export will be picked up for stage 3 processing (register reports) at 02:30 on Wednesday).
• Long file names on documents/attachments can cause the file path to extend beyond the limit that is acceptable in Windows. In that case the filename will be truncated in order to allow the export to complete successfully.
• Demo contracts cannot be exported (demo data is excluded from aggregated reports) but can temporarily be converted to non-demo if necessary
• Deleted contracts cannot be exported (as deleted data is excluded from aggregated reports) but can temporarily be undeleted if necessary

Known Issues

• Large attachments (over 400MB) can lead to errors
• If an error is encountered the export will continue until the end of the current stage but won’t automatically progress to the next stage.

Should you encounter any errors when attempting to export a contract, please contact support@builtintelligence.com for assistance.